American Physical Society · 1 day ago
Administrative Assistant, Meetings
United States
Full-time
Remote
Mid, Senior Level
$37K/yr - $50K/yr
5+ years expThe American Physical Society is a nonprofit organization dedicated to advancing physics and fostering a global community. The Administrative Assistant for Meetings will provide high-level administrative support to the Meetings Department, assisting the directors in their operations and ensuring efficient meeting coordination and logistics.
AssociationCommunitiesEducationLifestyleNon Profit
Responsibilities
Provide comprehensive administrative support to the director and associate director of meetings
Organize and maintain the director’s calendar, including meeting coordination and scheduling
Arrange and coordinate appointments, meetings, and functions, ensuring optimal use of time and resources
Manage competing events and meeting requests, prioritizing as needed
Prepare and design correspondence, memos, PowerPoint presentations, reports, and other materials on behalf of meetings leadership. Proofread and edit for accuracy, clarity, grammar, and layout
Perform general office duties such as ordering supplies, sending mailings, maintaining records, and managing databases
Assist with special projects, including research, data entry, and preparation of presentations and reports
Support the meetings department project manager as needed
Prepare and distribute meeting materials, agendas, and presentations for internal and external stakeholders
Coordinate logistics for department and staff meetings, including virtual conferencing, food and beverage, and room setup or cleanup
Provide administrative support to the Committee on Scientific Meetings, the March Meeting chair line, and the April Meeting chair line, including scheduling meetings, taking notes, preparing minutes and follow-up actions, and organizing documents
Coordinate travel, accommodations, and transportation for the director and associate director of meetings
Prepare and review expense reports for meetings leadership and their direct reports
Support budget tracking and financial administration related to meetings and events, including the department’s operating budget
Prepare accurate billing of meeting services to APS units and external clients, coordinating with accounting
Respond to inquiries and provide timely, accurate information to APS members, meeting participants, and collaborators
Identify and balance competing priorities with professionalism and discretion
Perform other duties as assigned
Qualification
Required
High school diploma or equivalent required
Minimum of five years of experience as an administrative assistant or in a similar role, preferably in event planning, association management, or a related field
Exceptional written and verbal communication skills
Strong interpersonal and relationship-building skills, with the ability to interact professionally with diverse stakeholders
Excellent organizational and prioritization skills
Ability to multitask, manage time effectively, and meet deadlines
Detail oriented with strong proofreading and copy editing skills
Creative, proactive, and solutions oriented
Flexible and able to adapt to changing schedules
Skilled collaborator with the ability to work independently and as part of a team
Ability to handle confidential information with discretion
Demonstrated judgment in determining when to escalate issues
Commitment to excellent customer service and continuous process improvement
Preferred
Associate or bachelor's degree preferred. (directly relevant work experience in lieu of degree accepted)
Proficiency with Zoom, Google Workspace, Microsoft Office, Salesforce, and Asana preferred
Benefits
Flexible schedules and ability to work remotely
8% employer-paid retirement contribution
Investment advisement services: 100% employer paid
Medical benefits: PPO or HDHP option
Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid
Vision benefits: individual and dependent coverage 100% employer paid
Basic Life & Accident insurance: employee coverage 100% employer paid
Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
Disability insurance: employee coverage 100% employer paid
Voluntary Accident & Critical Illness insurance
Healthcare, Commuter & Dependent care flexible spending accounts
Vacation: 15 days annually
Generous holiday leave: 17 paid office closures; includes one week closure at the end of December
Personal leave: 4 days annually
Volunteer leave: 1 day annually
Sick leave: 10 days annually
Bereavement & Compassion leave: 2 -15 days based on loss
12 weeks employer-paid family leave
College tuition reimbursement plan
Job related seminar & continuing education 100% employer paid
Professional Certification/Recertification 100% employer paid
Training and professional development; access to LinkedIn Learning on-demand courses
Employee Assistance Program
Mindfulness Meditation: live and on-demand classes
Company
American Physical Society
American Physical Society is a non-profit membership organization working to advance and diffuse the knowledge of physics.
201-500 employees
H1B Sponsorship
American Physical Society has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (4)
2024 (6)
2023 (2)
2022 (3)
2021 (6)
2020 (4)
Funding
Current Stage
Growth StageLeadership Team
Jonathan Bagger
Chief Executive Officer
Recent News
2025-11-12
2025-11-01
Chicago Tribune
2025-09-26
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